Title: Administrative Assistant #W0062

State Role Title: Admin and Office Spec III

Hiring Range: $16.27 - $23.34 per hour

Pay Band: 3

Agency: Virginia Department of Agriculture

Location: CHESAPEAKE GRAIN OFFICE

Agency Website: www.vdacs.virginia.gov

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Agriculture and Consumer Services' Division of Commodity Services has an exciting opportunity for a part-time Administrative Assistant in the Grain Services Office. This position will assist with the distribution of all federal correspondence and memos to inspectors/graders and will update related manuals and handbooks as necessary. The selected applicant will contribute to the maintenance and accountability for federal audit by updating the master file containing serially numbered documents, records, correspondence, tracking information and personnel data; aid in the collection, accuracy and preparation of monthly state and federal reports; and prepare federal certificates and distribute to customers in compliance with federal standards. Additional duties include assisting with the development, organization and maintenance of complex filing systems; researching information; preparing and filing various records, federal certificates, correspondence, travel vouchers, time sheets, personnel and payroll forms, billing, budget and various miscellaneous materials. This position will also respond to employee and client requests for information and provide other assistance as needed.

This is an hourly position limited to 1500 hours per year beginning each May and does not include state benefits. The position will work an average of 29 hours per week; however, those hours may increase or decrease depending on the season and workload so the selected applicant must have the ability to work flexible hours.

Minimum Qualifications

Knowledge of standard office equipment and practices; knowledge of basic accounting and bookkeeping principles; exceptional customer service skills; organizational and problem solving skills with attention to detail; excellent keyboarding skills and proficiency with standard business or accounting computer software applications (MS Office with special emphasis in Excel); ability to communicate effectively both orally and in writing; to work professionally with others; to accurately proofread and edit letters and reports using proper business language and grammar; and to accurately follow instructions and procedures. H.S. Diploma/GED required.

Additional Considerations

Additional training in a business oriented curriculum and experience performing administrative/bookkeeping support functions. An equivalent combination of training and current experience indicating possession of the preceding qualifications may substitute for this education and experience.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

The Immigration Reform and Control Act requires that before we can legally employ an individual, we must verify both the identity and employment authorization of the individual. VDACS uses Form I-9 to satisfy this requirement. Form I-9, instructions, and the List of Acceptable Documents can be found at https://www.uscis.gov/i-9. VDACS does not offer sponsorship for employment purposes; therefore, the selected candidate will need to be able to provide acceptable documents in accordance with Form I-9 (use link above for more details). Additionally, VDACS participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. For additional assistance with this requirement, please contact hr.vdacs@vdacs.virginia.gov.

Final candidate must successfully complete a fingerprint-based criminal background check.

If you have been affected by DHRM Policy 1.30 Layoff and possess a valid Interagency Placement Screening Form (Yellow Card) or a Preferential Hiring Form (Blue Card), you must submit the card before the closing date for this position. The Card may be submitted with the state application as an attachment.

Contact Information

Name: Human Resources

Phone: N/A

Email: hr.vdacs@vdacs.virginia.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.